Account-Level Automations

We are beginning to incorporate automations into our workflows. While it is useful in some cases to target specific tasks or projects, it would also be useful to have automations that apply account-wide.

Basic Use Case Example:

We utilize tags to drive department-wide dashboards e.g. Team - Design
We utilize placeholder collaborator accounts to drive projections in workload charts for said department e.g. Design Capacity
This means when we set up tasks, we're both tagging and assigning. A useful automation would be to assign to the placeholder collaborator account when the relevant tag is added. It effectively cuts our actions in half.

Applying this on a case-by-case basis would be fine. But this is agency SOP that spans 30+ spaces and hundreds of tasks/projects. Writing an automation for each is not practical.

Is there an update in the works for account-level automations? Has anyone in the community encountered this issue and developed a solution?

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Comments

Elizaveta Bogdanova

Hi @Jake Yohn, thank you for reaching out! Although the automation that account admins and owners can access in the Settings menu is considered account-level automation, you're right that it's not possible to apply rules to all account items at the same time. At the moment, you can apply them to several spaces though.

Thank you for submitting your suggestion, I'll now pass it on to our Product team 👍

Jake Yohn

@Elizaveta Bogdanova Thank you, appreciate it. Would love an update whenever possible. And yes, noted that the automations can be applied to multiple spaces, we just have 30+ spaces and these automations would be relevant to all of them.

Elizaveta Bogdanova

Got you, thanks a lot for the additional feedback @Jake Yohn!

Brandon Ribbs

Reviving this topic to see if an update has been performed for this functionality. Currently only dealing with 6+ spaces but would like to apply an automation rule to all of them without creating it for each individually.

Rohan V

Hi @Brandon Ribbs, there are no new updates to share at the moment, but I am forwarding your feedback to the relevant team. In the meantime, please consider upvoting Jake’s post above if you haven’t already. Thanks!

Jake Yohn

@Brandon Ribbs Just an FYI we have come up with a semi-useful work-around as we've continued to build out our automation use as this thread has not caught on as much as one would hope.

We have a space, call it "Project Management Tools" for the sake of example. Within that space, we have a folder called "Automations". As we build out automations that are relevant account-wide, we will apply them to this folder. Depending on what we're doing, it may require several automations to achieve one "action". In that case, we group related automations into subfolders under the Automation folder which allows them to be specifically targeted/tagged.

So as we're building out a project in another space, and there are certain automations we want to fire, we will tag that project into the relevant Automation subfolder e.g. we have an automatic date extension based on status that we frequently tag into.

As an aside, we also use this space to build out 'templated' view groups for projects. As we're building out projects in other spaces, we'll use the "copy existing views" function to pull in pre-set tables, gantt charts, boards, etc. quickly and efficiently.

Hope this helps/makes sense!